TAG001 Version A Research Foundation Employee, Project Participant, and SJSU Student Travel Authorization and Expense Reimbursement Guide Overview This guide shows Research Foundation Employees, Project Participants, and SJSU Students how to request Travel Authorization when Research Foundation funds will be used as the method of reimbursement for travel expenses. Use Travel Authorizations to request approval for domestic or international travel. Note: SJSU Faculty and Staff should refer to the Travel Authorization and Reimbursement Guide for SJSU Faculty and Staff (TAG002) when travel occurs on a duty day. For more details on Travel Policies, view the Research Foundation Travel Policy (http://www.sjsufoundation.org). Table of Contents Create a Travel Authorization. 2 Signature Requirements 3 Submit for Approval 4 High Hazard Travel 5 Travel Expense Claims 8 Travel Authorization Submission Guidelines 14 Days before Domestic Travel Departure Date 45 Days before International Travel Departure Date 60 Days before High Hazard International Travel Departure Date Note: Travel Authorizations must be approved by the Research Foundation before making non cancellable travel arrangements and before departing for the trip. Page 1
Creating a Travel Authorization This section shows how to create a Travel Authorization using the Request for Approval of Travel form. 1. Go to the Research Foundation website. (http://www.sjsufoundation.org). 2. At the form page, save a copy of the Request for Approval of Travel form. 3. Enter the traveler and trip information 4. Enter estimated expenses If an advance is being requested, enter the amount and routing information. 5. Save the Request for Approval of Travel form. Page 2
Signature Requirements 1. Check SJSU and Research Foundation signature requirements. If traveling internationally refer to the High Hazard instructions. Note: Refer to the Research Foundation Travel Policy for additional information and signature requirements 2. Obtain all appropriate signatures. 3. After obtaining all appropriate signatures, scan the Request for Approval form and save as a PDF document. Page 3
Submit for Approval 1. Email the signed Request for Approval of Travel form as an attachment to your Research Foundation Analyst. 2. The Research Foundation will review your travel request. When your travel has been approved you will receive an email from the Research Foundation Accounts Payable Office. Page 4
Creating a CSU High Hazard Travel Request This section shows how to create a High Hazard request on the CSU website. In order to determine if your travel destination is high hazard you must check both the U.S. Passport and International Travel website and the High Hazardous Country List on the CSU Systemwide Risk Management and Public Safety website. If your travel destination is on either one of the above websites you must following these instructions. Login to the CSU website. 1. Go to the CSU website (https://csyou.calstate.edu/tools/ high hazard travel/pages/default.aspx) 2. Select San Jose as your campus. 3. At the SSO Login page, use your SJSUONE ID and password to login. Page 5
The CSU High Hazard form displays. 4. Enter the required information. 5. Scroll to the bottom of the CSU High Hazard page. 6. To attach documents (if needed); click the Upload Attachment(s) button. The Choose file(s) window opens.. 7. Navigate to the file you wish to attach, and then click the Attach button. 8. Repeat this step to attach as many files as needed. Page 6
Submit to CSU for Approval 1. When ready, scroll to the bottom of the CSU High Hazard page, and then click the Submit button. 2. Scan the form and save as a PDF document. You can also print the form to a PDF document if your software has this function and then print. 3. Print out a copy of the form. 4. Attach the form to the Request for Approval of Travel form. Page 7
Travel Expense Claim Reimbursement This section shows how to request a travel expense reimbursement from the Research Foundation. 1. Go to the Research Foundation website. (http://www.sjsufoundation.org). 2. At the form page, save a copy of Travel Expense Claim form. 3. Enter the traveler information. Note: The trip requisition number is the trip requisition number that was emailed to you by the Research Foundation Accounts Payable office. 4. Enter the travel expense information. 5. Enter the amount of any Prepaid Expenses and/or the amount of Travel Advance received for the trip. Page 8
6. Enter notes as necessary to explain anything pertinent to the expense claim reimbursement request. 7. The traveler, authorized account signer, and direct supervisor if not the authorized account signer must sign the request. 8. Save and print a copy of the completed Travel Expense Claim form. 9. Attach the original approved copy of the Request for Approval of Travel form to the Travel Expense Claim form. 10. Attach all original receipts to the Travel Expense Claim form and send through intercampus mail to the Research Foundation at Ext. Zip 0139 11. After approved, a check will be delivered to the traveler by the method of delivery selected on the Travel Expense Claim form. Page 9